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Student Records

The Student Records Officers are located in the Office of the Registrar and are responsible for processing all activities pertaining to the student’s record. Please contact this office at studentrecords@conestogac.on.ca if you have any inquiries regarding registration and achievement.

Privacy Information

Conestoga is committed to respecting your privacy and protecting your personal information. In accordance with Section 39(2) of the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31, this is to advise you that your personal information is collected under the legal authority of the Ontario Colleges of Applied Arts and Technology Act, 2002, and may be used and/or disclosed for administrative, statistical and/or research purposes of the college and/or ministries and agencies of the government of Ontario and the government of Canada, including, but not limited to, tabulating and reporting data on Key Performance Indicators (graduation rate, graduate employment, graduate satisfaction and employer satisfaction). You may also be contacted by ministry- or college-authorized third parties for your voluntary participation in surveys to evaluate student and graduate experiences and outcomes.

Conestoga College is required to disclose personal information such as Ontario Education Numbers, student characteristics and educational outcomes to the Minister of Advanced Education and Skills Development under s. 15 of the Ministry of Training, Colleges and Universities Act, R.S.O. 1990, Chapter M.19, as amended. (As of June, 2016, The Ministry of Training, Colleges and Universities (MTCU) is the Ministry of Advanced Education and Skills Development.) The ministry collects this data for purposes such as planning, allocating and administering public funding to colleges, universities and other post-secondary educational and training institutions and to conduct research and analysis, including longitudinal studies, and statistical activities conducted by or on behalf of the ministry for purposes that relate to post-secondary education and training. Further information on how the Minister of Training, Colleges and Universities uses this personal information is available on the ministry’s website.

Further information on the collection and use of student-level enrolment-related data can be obtained from the Minister of Advanced Education and Skills Development website or by writing to:

Statistics Canada Notice

Notification of disclosure of personal information to Statistics Canada

Statistics Canada is the national statistical agency. As such, Statistics Canada carries out hundreds of surveys each year on a wide range of matters, including education.

It is essential to be able to follow students across time and institutions to understand, for example, the factors affecting enrolment demand at postsecondary institutions. The increased emphasis on accountability for public investment means that it is also important to understand ‘outcomes’. In order to conduct such studies, Statistics Canada asks all colleges and universities to provide data on students and graduates. Institutions collect and provide to Statistics Canada, student identification information (student’s name, student ID number, Social Insurance Number), student contact information (address and telephone number), student demographic characteristics, enrolment information, previous education, and labour force activity.

The federal Statistics Act provides the legal authority for Statistics Canada to obtain access to personal information held by educational institutions. The information may be used for statistical purposes only, and the confidentiality provisions of the Statistics Act prevent the information from being released in any way that would identify a student.

Students who do not wish to have their information used can ask Statistics Canada to remove their identifying information from the national database. On request by a student, Statistics Canada will delete an individual’s contact information (name, address, or other personal identifiers) from the PSIS database. To make such a request, please contact us:

Freedom of Information

Under current provincial law, a student’s records are considered confidential and will be released to a third party only upon the written authorization of the student or by exception as noted under the Release of Information section of this Guide. Information collected in student records will be used to administer the programs and activities of the College. While student records are the property of the College, students have the right to view their own records upon request. Student records may include personal, academic and non-academic information (for example, identification photographs).

General Information

The term “student record” refers to the collection of data dealing with an individual who is associated with a program or course of study at the College. Most of the data is categorized as academic, personal and/or financial and is maintained by the Registrar’s Office. The Official College Record for each student is a permanent record consisting minimally of the student’s name, student number, personal data, achievement, and academic decisions and should be maintained for a minimum of 55 years.

Personal Record: consists of biographical data and may include previous educational achievements such as secondary school records. Please ensure that the address in the Registrar’s system is the correct one for mailing purposes. Contact the Registrar’s Office to request a Personal Data Information Change Form to change your address or update other personal data on your Student Record.

Financial Record: consists of financial transactions with the College relating specifically to tuition and incidental fees.

Accuracy of the Student Record: The student is personally responsible for the completeness and accuracy of their student record, which is maintained by the Registrar’s Office. This includes mailing address, personal data and achievement. It is also the responsibility of the student to ensure that their program requirements are being met.